Creating tender enquiries, works enquiries and orders

Start the order

To send a new tender enquiry, enquiry or order to one or more providers, start on the maintenance tab for the relevant resource, in this case King's College at the site level. Use the filters (1) if necessary to get a specific set of tasks in the list.

Click the New enquiry/order button (2) to start the process.

The tasks selection list

Zoom

When you click the button to start a new enquiry or order the list of tasks for selection will include only those tasks from your current list that are ready for inclusion in a new enquiry - basically this means that any tasks that are currently active will not excluded freom the list automatically regardless of whether they were listed before you clicked the new enquiry button or not.

Click the target button next to the task to add the task to the current selection. Selected tasks will be listed in the Current selection list at the bottom of the screen provided they are verified as ready for execution. (when you click the target button a check is performed to make sure that the selected task has all the necessary information attached to it to include it in a new enquiry - the colour indicator to the right of the row indicates the task readiness status)

See the section on verifying and selecting tasks for more detailed information on the task selection process.

Confirm selection

When you have finished selecting click the Confirm button to create a new enquiry or order.

Create the Enquiry / Order

Confirm what type of works you are now creating. (see Introduction to works enquiries and orders for an explanation of each of these)

    • To create a tender enquiry, click the Tender button.
    • To create an enquiry, click the Enquiry button.
    • To create a direct order, click the Order button.

Confirm destination

A new draft enquiry or order will be created for each service provider that has established remits with you for the relevant type of work, in this case, Glazing.

For each service provider listed in the draft enquiries / orders list you will see the number of works items allocated to them (based on their remits with you) and the total value of the enquiry / order that will go to them (based specifically on their stored rates or the NSR rates if no specific stored rate is available).

You can see the detail of the items included on each draft enquiry / order by clicking the rightmost popup button (1) on the relevant row.

For enquiries and tender enquiries you may send the same information to multiple service providers in order to get confirmations of rates and start dates etc from all of them. For orders, if there is more than one service provider listed, delete the draft orders for those providers who are NOT to receive this order. (In contrast to enquiries or tender enquiries, an order can only go to one service provider).

Finally click the Confirm button to issue the enquiries or order.

Popup of draft enquiry

Confirm timeframes

The only required timeframe at this point is when you want the work to start. For enquiries and tender enquiries you may like to also specify a response timeframe and for enquiries and orders you can specify a completion timeframe. These requriements are stored within the enquiry or order and will be visible to the service provider.

The new enquiry or order added to the works list

The newly created enquiries / orders will now be on the works list and the service provider /s will already have received notification by email, SMS and internal Flow360 message that they have a new tender, enquiry or order to respond to.

To review the detail of any enquiry / order click the Goto button to the left of the relevant row.

The new works record

A sample newly created works tender enquiry record - it's status is showing as 'open enquiry' meaning the information has been sent out but the service provider has not yet responded.